Community-Wide Scheduling

Transcription

1 Community-Wide Scheduling Applications Training Manual Client Server 6.0

2 About this Manual This manual provides overviews and descriptions of the routines within Community-Wide Scheduling. We suggest that you use the online Help for information about responding to individual prompts, a glossary of terms, and to take advantage of the hypertext links that indicate related topics. This manual is current as of the date it was created. For the most up-to-date information about this application, consult the online Help.

3 Table of Contents CWS Diagram.. 1 Moving the Cursor in Fields.. 2 Keyboard Shortcuts. 3-5 Main Desktop... 6 Scheduler Desktop. 7 Entering a Patient.. 8 Alternate Ways of Finding a Patient 9 Patient Desktop 10 Function Buttons Footer Buttons. 13 Booking a Patient Appointment 14 Editing/Rescheduling an Appointment. 15 Viewing an Appointment. 16 Booking a Pending Appointment. 17 Booking a Set Booking a Series.. 21 Registration 22 Check-in.. 23 Search for an Appointment. 24 Search for Alias 25 Department Desktop.. 26 Resource Desktop Editing a Resource Schedule Appointment Book Desktop Meetings Desktop 35 Routine Specific 36 Booking a New Meeting. 37 Waitlist Desktop 38 Waitlist Routine Specifics. 39 Entering Allergies Acronyms for Meditech 6 modules 45 CWS Training Exercise 46-49

4 MEDITECH CWS DIAGRAM 1. MIS GENERIC 2. RESOURCE GROUP *Collection of Similar Items: Rooms, People, Equipment. LOCATION KM.SSU or SP.RAD SPECIFIC 4. APPT GROUP *Group Ie: Pool and Land Enhanced and Unenhanced 3. RESOURCE *Person, Place, or Thing. *Can belong to multiple groups. 5. APPT TYPE *duration *PT/SCH Instructions *Defines Resource Groups- Include/Exclude Resources *Define Default Patient Type (CLI, RCR) *Day/Time/Max Restrictions Page 1

5 Moving the Cursor in Fields You can move the cursor from one field to the next, as follows. To move the cursor Press (Key Name) Click on Within a Field One space right One space left To beginning of field To end of field <Home> <End> Among Fields To any field on a screen Desired field To next field To previous field To prior section of fields <Enter> or <Tab> <Shift>+<Tab> <Shift>+<F6>(Prev Section) To next section of fields <F6>(Next Section) Page 2

6 Healthcare Information Management Keyboard Shortcuts Function Function Key in C/S Look - up F9 File F12 Escape Exit or Cancel or "X" Line Delete <CTRL> + <DELETE> Session Suspend <SHIFT> +F12 Online Documentation (Routine Level) F1 Online Documentation (Prompt Level) <SHIFT> + F1 Launch EMR Session F11 Get Key F5 and then F9 Next Field <Tab> or <ENTER> Previous Field <SHIFT> + <TAB> Next Page <NEXT> Switch between Body/Header/ Function Bar/Footer F8 External Links F2 Patient Identification Shortcuts Method Example Patient's Name Last,First Patient's Unit / Medical Record # U# Patient's Account / Visit Number V56789 Patient's Social Security # # Patient's Insurance Policy Number P#1234 Patient's EMR # E# Last patient worked on by User Spacebar + Enter Page 3

7 Method Date & Time Shortcuts Example Manually entering a date at a Date Pro mpt Format (US): MM/DD/Y Y ate Shortcuts ime Shortcut Healthcare Information Management Toda y T Previous Dat e T-1 Future Dat e T+n Time right no w N Format (Canadian): DD/MM /YY (continued) Keyboard Shortcuts Manually entering a Ti me Military Formate: HHMM Method Zip Code within City Field Registration Shortcuts Example (Enter in Zip code) City Name within Zip Code Field Westwood + F9 To Populate "Same as Patient" Information SP To Populate "Same as Next of Kin" Information SNOK To Populate "Same as Person to Notify" Information SPTN To Populate "Same as Guarantor" Information SG To Populate "Same as Patient's Social Security #" Information SPS Physician Identification Method Example Lookup by Mnemonic <F9> Partial Mnemonic Look-up SMI + <F9> Look-up by Provider Name N\ + <F9> Extended Provider /X + <F9> Extended Provider Name N\/X + <F9> Page 4

8 Employee Nam e LAST,FIRS Healthcare Information Management (continued) Keyboard Shortcuts T Page 5

9 Main Desktop Scheduler Desktop: Process routine that allows users to book appointments and meetings, manage the waitlist and control resource schedules. * * The Scheduler Desktop will be the main focus of this guide. Dictionaries: Build and maintain the Resource, Appointment, Access, Other and Letter dictionaries. System Management: View locks and verify that background jobs are running efficiently. Reports, Letters, Forms: Print system reports and statistics. Letters and forms can be printed from here, as well as, the message and letter queue. Appointment Lists: Print reports based on appointments by department, resource group, resource and appointment type. Pending appointment lists and inpatient appointment lists can also be printed from this routine. Page 6

10 Scheduler Desktop Patient: Process Patient Appointments Department: Process Department Appt Book: Resource: Waitlist: Meeting: Process Appointment Book Process Resource Schedules Process Waitlist Appointments Process Reservations/Meetings Page 7

11 Entering a Patient in the System Enter patient s name as LAST,FIRST MI all in capital letters with no spaces between first and last. (Middle initial is optional). Optional: Enter in the patient s sex and birth date in the resulting question box. This will expedite searching the Medical Records Index. After entering the information, press F12 (or click on the green check mark) to file it. Page 8

12 Alternate Ways of Finding a Patient Press Space Bar + Enter to bring up the last accessed patient. Type # + a patient s social security. (# ) Type A# + a patient s account number. (A#Z12345) Type U# + a patient s unit number. (U#M12345) Type B# + a patient s date of birth. (B#062755) Type T# + a patient s telephone number. (T# ) Type P# + a patient s primary insurance policy number. (P#XX468) Page 9

13 Patient Desktop The patient desktop allows users to process appointments for a patient. From this routine, users have the ability to book, edit, view and change an appointment s status. Access to registration functions and to the other routines within Community Wide Scheduling is also available from here. Page 10

14 Function Buttons Book: Edit: View: Book a patient appointment. Appointment Make changes to the selected appointment. Appointment Type Change the type of appointment scheduled. View appointment detail on the selected appointment. Pending: Book a pending patient appointment. Set: Series: Book a new or pending appointment set. Book an appointment series. Page 11

15 Function Buttons (continued) Orders: Once a patient is registered, branch to OM and enter additional care area orders for the specific appointment. Registration: Pre-register - Fill in patient registration information prior to the date of service. Register - Register the account (date of service). Questionnaire - Enter registration information without preregistering/registering the patient. SCH Patient Data - Edit patient demographic information. Check-In: Launches the user into the registration screen for an account that is in either a SCH or PRE status if the date matches the appointment s date of service. If the account is in a REG status, and the appointment is in a BOOKED status, then clicking on Check In will automatically switch the appointment from BOOKED to ATTENDED. Page 12

16 Footer Buttons Display: Letters/Forms: Switch Acct: Change Status: Duplicate: Allergies: E/E Alerts: Temporarily change your display settings. The display can be set to show appointments of different types, through different dates or of different statuses. Print/Queue a Letter or Form for the selected appointment(s). Change the account number on an appointment to an existing or a new account. Change appointment status. Create a duplicate appointment on the same account. Launch to the Enter/Edit Allergies screen for that patient. Enter/Edit/View any patient alerts on the patient. Page 13

17 Booking a Patient Appointment By clicking on the Book button, the booking screen will be invoked. From the patient desktop, users can enter in patient data, address/employer data, authorizations/referrals and insurance information. Methods to search for appointment dates and times First Available: The earliest an appointment can take place. Search: The system provides a list dates/times for the user to choose from. of available Page 14

18 Editing/Rescheduling an Appointment From the Scheduler Desktop, any mode, select the appointment to edit or reschedule and hit the Edit button to invoke the Edit Appointment routine. Reschedule: Change the date/time of appointment. Edit: Change information on the appointment itself. This screen allows users to edit any existing information about the scheduled appointment resources, queries, new date or time. Any edits done to the appointment will require the user to enter in a Reschedule Reason. Page 15

19 VIEW From the Scheduler Desktop, any mode, select the appointment to VIEW and hit the ENTER to invoke the VIEW Appointment routine. This screen allows users to VIEW any existing information about the scheduled appointment Waitlist comments, demographics, insurance, compliancy, instructions, appointment and patient queries. Page 16

20 BOOKING A PENDING APPOINTMENT From the Scheduler Desktop, patient mode, select the patient you wish to create a pending appointment and hit the ENTER to invokethe Pending Appointment routine. You will get a list of the patient s current accounts, you can choose to select from these or choose cancel to create a new appointment. Complete the fields You must list a Priority 1,2,3. Priority 1 = True Waitlist for first available appointment Priority 2 = Waiting for orders Priority 3 = Pending for additional visits or preferences. *Pending appointments flow to the waitlist desktop. Page 17

21 Booking an Appointment Set By clicking on the set button, users can book appointment sets or schedule pending sets. Users can book an appointment set by clicking on the drop down box at the Set type field. Users can book an appointment set on the fly by bypassing the Set type field and manually entering in the appointment types to be part of the set. The EDIT button allows users to change the appointment type details for the appointments in the set. This function brings up the edit appointment screen. Page 18

22 Booking an Appointment Set (continued) This screen allows users to change: Appointment Types and Durations Appointment Early and Late Start Times Resources for each Appointment in the Set When booking appointment sets always keep in mind what the individual appointment types have set as their book minutes set, along with any start time restrictions for the appointments. Keep Appointment Profiles in mind if the associated resources have Appointment Profiles attached to them. Appointment Set availability will greatly depend on these factors. Page 19

23 Booking an Appointment Set (continued) After choosing the details about the appointment set, click on the SEARCH button at the top of the screen: Enter the search criteria and click FIND TIMES to get a list of available times to choose from for the set. Notice on the bottom right hand side of the screen, the details about the timeslot selected are displayed. Use the Prev Day, Next Day, Go to Day buttons to navigate the DAY to search for available times for the set. Page 20

24 Booking an Appointment Series An Appointment Series is one appointment type that is scheduled for multiple visits over a period of time on the same account. A series can be scheduled on either Inpatient or Recurring accounts. Clicking the SERIES function button will launch the user into the Book Appointment Series screen: Orders This tab links to Order Management and access is granted based on your job requirements. The account must be in a pre-registration or registration status. Page 21

25 Registration Register - Register the account (date of service). Questionnaire - Enter registration information without preregistering/registering the patient. SCH Patient Data - Edit patient demographic information. Page 22

26 Check-in Launches the user into the registration screen for an account that is in either a SCH or PRE status if the date matches the appointment s date of service. If the account is in a REG status, and the appointment is in a BOOKED status, then clicking on Check In will automatically switch the appointment from BOOKED to ATTENDED. Page 23

27 Search for Appointment Shortcut Use this routine to search for an appointment time without entering patient information first. Enter the appointment type at the Type field, or perform an F9 look-up. Enter in the earliest date and latest date for the search. Enter in any day or time restrictions and click Find Times. The list will display with available appointment times. Select the timeslot for the appointment and either click Next or the Appointment button on the top of the screen to be brought back to the booking screen. Page 24

28 Search for Alias Use this routine to search for an appointment by Alias without entering patient information first. Enter the appointment location in the Location field, or perform an F9 look-up. Enter in all associated Resources and then enter in the earliest date and latest date for the search. Enter in the Alias you want to search (i.e. Arm) and any day or time restrictions and click Find Times. Page 25

29 Department Desktop Use this routine to view appointments scheduled at a particular department. The display can be changed to include certain appointment types or appointment statuses. This routine is ideal for departmental staff to utilize as a work list or for a department head to keep track of a department s appointments. The footer buttons on this screen are the same as the Patient desktop, with one addition: Transfer: Enables the user to transfer an appointment from one resource to another. Page 26

30 Resource Desktop Use this routine to view or edit an individual resource schedule. Appointments can also be scheduled from this routine. This routine is ideal for hospital staff members who wish to view his or her schedule or book appointment for themselves. Schedulers can also utilize this routine to process appointments for a single resource at a time. Page 27

31 Resource Desktop (continued) In the calendar portion of this routine, a gauge tracks how much time the resource has booked each day. A red gauge indicates that the resource has been overbooked. In the pad portion of this routine, color coded boxes displays availability. A white line indicates that the time slot is available. A blue line indicates that the resource is booked with an appointment at that time. A red line indicates overbooked time. The appointment type and patient name display in the timeslot. Each patient that is booked in this time slot will display on an individual line. When a users clicks on a line, additional patient and appointment information is displayed on the bottom of the screen. Page 28

32 Resource Desktop (continued) If time is being held for the waitlist, the system will display a W after any profile monogram. If a user clicks on the time slot, the message "Time held for the Waitlist" will display. Please see the parameters portion of the Dictionary Training Reference Guide for more information on waitlist held time. Page 29

33 Editing a Resource Schedule Select the day to be edited and hit the Edit button. This invokes the Edit Resource Schedule screen. To make a resource unavailable for all or part of the day, change the capacity for the available timeslot to 0, or simply delete the timeslot from the day. Page 30

34 Editing a Resource Schedule (continued) The screen can also be used to set up appointment profiles for the selected timeslot: Appointments can also be edited via the Resource Desktop by invoking the Edit button on a highlighted appointment By selecting Appointment, the user will be brought into the edit appointment screen. Page 31

35 Appointment Book Desktop Use this routine to view the schedules for an entire resource group at once. You can also view a resource s schedule for the week. Appointments can be booked from this routine, as well. Appointments can be easily transferred between times and/or resources via the cut and paste function at the bottom of the screen. Page 32

36 Appt Book (continued) The clock in the top left hand corner allows users to change the default display values set up in the Access Dictionary: Start Time: The time the schedule will begin in the Appt Book mode. Number of Hours: How many hours (up to 20) to display at one time Time Interval: The interval that the schedule will be split up into: 5, 10, 15, 20, 30, 45 or 60 minutes Auto Refresh Rate (in secs): How often the screen will auto-refresh Page 33

37 Appt Book (continued) Views can be changed from Daily to Weekly. Daily shows you all of the resources in the group for the day selected. Weekly shows the weekly schedule for whichever resource is selected. This routine is ideal for schedulers who need to view the schedules of all resources in a group at the same time. Timeslot Color Code Color Meaning Red Overbooked Blue Booked Yellow Waitlist Gray Unavailable Green No schedule defined Orange Profile White None of the Above Page 34

38 Meetings Desktop Use this routine to process meetings. New meetings can be booked and existing ones can be edited. Page 35

39 Meeting Routine Specifics Upon entering the routine, users will be brought to a blank screen: Perform an F9 lookup at the Reservation/Meetings prompt to select a meeting type to process: Page 36

40 Booking a Meeting Select the Book button to book a new meeting. The schedule a meeting screen will appear next. It lists the resources defined in the appointment type dictionary needed for the chosen meeting. Any necessary changes can be made at this time. Page 37

41 Waitlist Desktop Use this routine to keep track of patient appointments on the waitlist. Appointments can be booked directly from this routine if they are in a pending status. Booked appointments can be edited or cancelled from this routine. Appointments can be sorted by clicking on the column header. Appointments are also color coded by priority. This routine can track how long a patient has been on the waitlist. Page 38

42 The Pty Type Date Category SN field field field displays field displays the a the Y the is appointment s displays appt s the patient category. the type is willing priority. Appointments date to on (Red have an can is appointment which priority be the sorted 1, at by appt short gold category was is notice put priority on the 2, blue waitlist is priority 3.) Waitlist Routine Specifics The Time field displays when the appointment was put on the waitlist Page 39

43 Entering Allergies/Adverse Reactions Click on the Allergies Footer Tab Next click on blue edit button in the allergies/adverse reactions box OR Click on the function button Registration Tab Select your Pre or Reg account. Next click on the Allergies tab located at the top right of the screen and then click on the blue edit button Note: If your patient has previously listed allergies you will see them listed below the allergy box header. Entering New Allergies To enter a NEW allergy/adverse reaction, click on NEW To edit an existing allergy/adverse reaction, click on EDIT If the patient does not have any allergies, click NKA then SAVE If you are unable to obtain the patient s allergy information, click on unobtainable then SAVE Look up the name of the allergy/adverse reaction in the Search For box using either the Starts with or Any word search methods Page 40

44 Click on the appropriate allergy from the drop down box. It is important to select from the options in the drop down box to ensure the allergy/adverse reaction will go through interaction checking. By selecting from the drop down choices, you are choosing a coded allergy/adverse reaction. Allergies/adverse reactions not selected from the drop down choices will NOT go through interaction checking and are considered uncoded allergies/adverse reactions. Note some allergies/adverse reactions will not be found in the allergy lookup. You must select either Allergy or Adverse reaction, the severity of the reaction and Verified or Unverified. In CWS you will always choose UNVERIFIED. Select the reaction from the drop down menu. Enter a comment if needed If you do not locate the allergy/adverse reaction you need within the look-up, an additional option ADD AS UNCODED will appear above the search box. Click in the box to add To enter additional allergies/adverse reactions, click NEW and continue as above. When you are done, click on the Save button located at the bottom right of your screen. Page 41

45 Editing Allergies (E/E Allergies/Adverse Reactions) Use this screen to edit a patient s existing allergy information (i.e. severity, etc.) then click Confirm and Save. If a patient reported that they were not allergic to something, you would need to use the edit button in order to remove it from the list. If you asked a patient if they were still allergic to latex when scheduling their appt, you would use the confirm button. When you confirm an allergen, the Date field changes to the current date, and your name appears as the User to reflect that you did ask the question. Note: Uncoded allergies can be confirmed or removed, but they cannot be verified. Page 42

46 Auditing Allergies (E/E Allergies/Adverse Reactions) Use this screen to view the changes made to patient allergies. The screen displays a list of each instance an allergy was entered, edited, or deleted. Selecting an entry from the list displays details below it (who entered or edited the allergy and when it was done). Page 43

47 Allergy Snapshot Screen (Allergies/Adverse Reactions) Use this screen to see how a patient s allergy information appeared on a certain date. You can click on Calendar/Clock to choose a past date/time, or click Now to view how the allergy information currently appears. Page 44

48 Acronym ABS ADM B/AR BMV CDS COW CPOE CWS DR E- Chart EDM ELR EMR e- sign HIM ICR ITS LAB LIS MAM MIS MM MR MT MUSE MPI NPR OM ORM OV PATSCH PCM PCS PDOC PHA PP view QRM RAD REG RM RPRT SCA SCH TASK Universe Module Name Abstracting Admissions (now REG Registration) Billing & Accounts Receivable Bedside Medication Verification (med admin) Customer Defined Screen Computer on Wheels Computerized Physician Order Entry Community Wide Scheduling Data Repository Electronic Legal Record Emergency Department Module (documentation of care in ED; includes nursing, physicians, therapies) Electronic Legal Record Electronic Medical Record (formerly PCI- electronic record of patient info view only) Rehab staff (falls under PCM- Physician Care Module) Health Information Management Incomplete Record Imaging (Radiology, Dictaphone reports) Laboratory (includes LAB, Path, Mic, Blood Bank) Lab module Meditech Archiving Module Management Information Systems (dictionary building) Materials Management (MM- S short; MM- Long long) Medical Records Meditech Medical User Software Exchange (Assn that provides various WebEx s & conferences about Meditech products) Master Patient Index Order Management (formerly OE) Operating Room Management (formerly MSM- doc of procedure/care in OR) Other Vender (usually connected with interfaces) Patient Scheduling Physician Care Manager (physician e- sign, documentation & order entry, Outpatient therapies) Patient Care and Safety (formerly NUR- nursing, therapies, soc svs, case mgmt doc for inpatients) Physician Documentation (part of Physician Care Manager) Pharmacy Personnel & Payroll (Emp Health- view access in Payroll Quality and Risk Management Radiology Registration (formerly ADM) Risk Management/Quality Management Reports Scanning & Archiving Module Community Wide Scheduling (issue submitted directly to Meditech) Total Meditech system Page 45

49 Community-Wide Scheduling Application Training Exercise Name: Date: 1. How do you schedule an appointment for a specific resource: Routine: Buttons: Patient Name/Account #: 2. How do you transfer all scheduled appointments from one resource to another: Routine: Buttons: From Resource: To Resource: 3. What are the steps for printing patient instructions: Routine: Buttons: Patient Name/Account #: Page 46

50 4. How do you preview a list of all appointments scheduled for your department for next week: Routine: Buttons: Dept: Date: # of Patients: 5. What are the steps to update the visit reason field: Routine: Buttons: Patient Name/Account #: 6. What are the steps to reschedule a patient for another date and time: Routine: Buttons: Patient Name/Account #: 7. How do you cancel a patient appointment: Routine: Buttons: Patient Name/Account #: 8. How do you view the system audit trail: Routine: Buttons: 9. What are the steps for scheduling a patient for multiple appointments within the same day and same account number: Routine: Buttons: Patient Name/Account #: Page 47

51 10. How do you change the availability/profile for a resource: Routine: Buttons: Resource: Date of Change: 11. How do you book a meeting for multiple resources for the same date and time: Routine: Buttons: Meeting: Date/Time: 12. How do you reschedule an appointment set: Routine: Buttons: Patient Name/Account #: 13. How do you change an appointment from one type to another: Routine: Buttons: Patient Name/Account #: 14. How do you add an additional resource to an existing appointment: Routine: Buttons: Patient Name/Account #: 15. How do you view your waitlist: Routine: Buttons: Dept: # on Waitlist: Page 48

52 16. How do you schedule a patient for a series of appointments: Routine: Buttons: Patient Name/Account #: 17. How do you reschedule one appointment within a series of appointments: Routine: Buttons: Patient Name/Account #: 18. When should you say NO to Update Demo Recall: Notes: 19. How do you manually print a letter/form: Routine: Buttons: Patient Name/Account #: Letter: Page 49

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